Make a difference in a family’s life!
Volunteers of America of Upstate New York's Children's Center services provides educational programs focused on early childhood development and school readiness for children 6 weeks through 12 years old. The center serves more than 500 children and families on an annual basis and provides additional support services such as family development services, on-going parent training, full-day care, and disability supports for children with special needs.
Front Desk Coordinator, Full-Time
JOB SUMMARY
The Front Desk Coordinator is the first point of contact for families, staff, and visitors. This position provides administrative and customer service support by managing front desk operations, maintaining records, processing payments, ensuring building security, and assisting with attendance, enrollment, and reporting functions to support the daily operations of the center.
JOB DUTIES AND RESPONSIBIITIES
Front Desk Duties
- Prepare the center for opening and closing each day
- Assist with the preparation of center flyers, memos, calendars, and communication, and communication follow-up
- Answer telephones in a courteous and friendly manner; answer questions and direct calls as appropriate record and forward messages to the appropriate staff as needed
- Process childcare payments from parents, ensure security of such payments and provide receipt of payment.
- Maintain building security at all times (monitor doors; greet and direct staff, families and visitors; verify identity of pick-up persons as needed; direct visitors as needed)
- Assist families and visitors as needed with completion of paperwork (program application forms, childcare statements, etc.)
- Maintain organization and cleanliness of front desk area including maintaining files, forms, arrival and departure logs etc.
Database Maintenance
- Enter and verify attendance for all children center-wide into designated information management system
- Input and review meal counts and attendance for all children enrolled in EPK, UPK, Childcare, and School Age into designated information management system for CACFP purposes
Monthly Reports
- Complete occupancy report per established timelines
- Complete and submit DSS billing per established timelines
General
- Assist Center VP, Director, and management with administrative tasks as needed
- Make Attendance and enrollment follow up calls to families as needed
- Ensure center confidentiality is maintained at all times.
- Other duties as assigned.
EXPERIENCE AND EDUCATION QUALIFICATIONS
- High School diploma/GED
- Associate's degree or equivalent experience preferred
- 1 year of experience in clerical office setting
- Excellent written and verbal communication skills.
- Efficient with Microsoft Office Suite, Outlook, multiline phone systems and other center technology
- Strong analytical, problem solving, and data compilation skills.
- Detail oriented and self-motivated.
- Ability to meet deadlines despite multiple priorities.
- Able to work independently and in a team environment.
- Ability to work with limited supervision
- Patience and tact in dealing with outside agencies, children, parents, and staff
- Experience working with client population served preferred.
VOA provides comprehensive benefits for eligible employees including:
- Competitive Pay
- Paid Time Off
- Health, Dental, Vision insurance
- Company Paid Life & LTD Insurance
- 403(b), & more!
LIMITATIONS AND DISCLAIMER
This job description describes the general nature and level of work performed and is not an exhaustive list of all responsibilities, duties, or skills required. Employees may be assigned other job-related duties by their supervisor in compliance with applicable federal and state laws. Requirements represent the minimum knowledge, skills, abilities, and qualifications necessary to perform the position. Continued employment remains on an at-will basis.
EQUAL EMPLOYMENT OPPORTUNITY
All qualified applicants will be afforded equal employment opportunity and will be considered for employment without regard to race, creed, color, national origin, sex, sexual orientation, gender identity, age disability, protected veteran status, or marital status.
Skills Required
- High school diploma or GED
- One year of experience in a clerical office setting
- Excellent written and verbal communication skills
- Proficiency with Microsoft Office Suite, Outlook, multiline phone systems, and other center technology
- Strong analytical, problem-solving, and data compilation skills
- Detail-oriented and self-motivated
- Ability to meet deadlines while managing multiple priorities
- Ability to work independently and in a team environment
- Ability to work with limited supervision
- Patience and tact when dealing with agencies, children, parents, and staff
- Associate degree or equivalent experience
- Experience working with the client population served
What We Do
Volunteers of America Upstate New York is a non-profit human services agency dedicated to helping individuals and families break the cycle of poverty and reach their full potential. The organization provides long-term solutions to homelessness, addiction, and incarceration through comprehensive programs, including safe housing and support services, childhood education, and reentry programs across Upstate New York to foster self-reliance and stability.
